Physical rooms your office books like any meeting
Draw each conference room as a seat plan, keep it in the department that owns it and book it straight from a meeting’s schedule. The table shows up in the meeting, and the agentic room you book it for records the minutes.
Schedule a meeting
Platform standup · Tue 14 Oct · 14:00–15:00
- One save: the meeting and the holdMove or cancel one and the other follows
- Check in at the doorOpens 10 minutes before the start
- Record at the centre of the tableThe agentic room records, not the conference room
AI minutes · Action items
Ship the release checklist — Arjun M
The agent finds the room and holds it
Conference rooms are part of the AI Office’s shared state, so the AI project manager can read what is free and book for the meeting it is planning.
- 01
Finds a room that fits
Ask for “a room for 8 with a whiteboard tomorrow at 2” and the agent lists the conference rooms that are free, big enough and equipped.
- 02
Books it with the meeting
The agent schedules the meeting with the conference room as its place, so the hold and the invite are one booking.
- 03
Knows what is yours
It lists your own bookings across every conference room, so “where am I meeting next?” has an answer in the room.
Every meeting room in the building, in the AI Office
A conference room is a resource, not a workspace: no members and no chat, just a table, its seats and its calendar.
A seat plan, drawn for you
Pick one of seven tables — boardroom, U-shape, round, pods, theatre, desk or manager’s desk — set the seats, and the plan draws itself. Mark step-free seats with a tap.
Kept by its department
Any department can own conference rooms. They appear as a Conference rooms row on the department’s workspace, with a live count of how many are free.
Booked from the schedule
Pick the conference room as the in-person place when you schedule a meeting. One save writes the meeting and holds the room; move or cancel one and the other follows.
A code on the door
Every conference room gets a door QR. Scan it to see who has the room and until when, or sign in to book. A tablet at the door runs it full screen as a kiosk.
Check in, or it is released
Check-in opens ten minutes before the start. A no-show gives the time back, and a released slot can be taken back while it is still free.
Records through the room
The conference room never records by itself. The agentic room you book it for records, transcribes and writes the minutes, with Record at the centre of the table.
Three closer looks at a conference room
Find one that is free, check in at the door and see its day at a glance.
Find one that fits
The department’s rooms with live state — filter by free now, seats or a whiteboard.
- Harbour8 seats · Level 4 · Free until 14:00
- Atrium14 seats · Level 4 · In use until 15:00
- Cove6 seats · Level 4 · Free from 14:30
- Summit12 seats · Level 6 · Free all afternoon
The door
A QR on every door. Check in from ten minutes before, or the time is given back.
Level 4 · IT
Harbour
Scan to see who has it, or sign in to book
Platform standup · Priya S
The room’s day
Who has it and until when. A clash is refused, with the next free slot one tap away.
Finance review
Vendor call · yours
Platform standup
This meeting
Set the table, and the room is configured
The same drawing appears everywhere the room does: in the department’s list, on the door and behind Record in the meeting.
Seven tables
Boardroom, U-shape, round, pods, theatre, a desk with every chair on one side, and a manager’s desk with the main seat behind it.
Seats that fit
Drag the count and every chair is placed for you, clear of the walls and of each other.
Fixtures you can search
Wall display, video bar, whiteboard and ceiling mic array, so “a room for 8 with a whiteboard” is a filter, not a phone call.
Only a name is required
The room takes its address and timezone from its department. Building, floor and a walking note are optional.
Boardroom · best for leadership, decisions · tap a seat to mark it step-free
From a free table to written minutes
A conference room booking ends where every meeting ends: in the agentic room.
It is booked
The meeting is scheduled with the conference room as its place, and the same save holds the room.
People find it
The room’s address, floor and walking note travel with the invite and show on the door page.
It is recorded
After check-in, Record sits at the centre of the table and the agentic room records the meeting.
Minutes are written
The agent writes the minutes and assigns the action items in the room the booking belongs to.
Who runs on Conference rooms
Every room on every floor
Each department keeps its own rooms with their seat plans, and the door codes show who has a room before anyone knocks.
The boardroom, always on record
Board meetings are booked into the boardroom from the schedule, checked in at the door and minuted in the leadership room.
Fewer empty rooms on hold
Check-in releases rooms nobody turned up for, so the next team can take them back the same morning.
One company, one office, one shared state
Conference rooms, answered
No. A conference room is a physical resource with a seat plan and a calendar. It has no members and never records by itself. Book it for an agentic room’s meeting and that room holds the recording, transcript, minutes and tasks.
Company admins and organization structure admins create them under a department. People with access to that department can book them.
Schedule a meeting and pick the conference room as the in-person place. The meeting and the hold are saved together, and a clash is refused before anything is saved, with a link to the next free slot.
Check-in opens ten minutes before the start. If nobody checks in, the hold is released and the time is free again. A released slot can be taken back while nobody else has it.
Every company gets one conference room free. AI Office Pro adds as many as you need.
Deploy AI project managers across your office
Unlimited agentic rooms and AI project managers on every plan. Start free, or walk through your office with us.